Program Assistant 4

Northwestern University; Chicago (IL); On-site; USD 29,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Tuition benefits

Paid time off

Flexible work arrangements

Job summary

Northwestern University’s Mesulam Center for Cogent Neurodegenerative and Alzheimers research seeks an experienced administrator to coordinate a wide range of operations, including budget, HR, and communications. The role supports multiple calendars, maintains SOPs, and ensures compliant financial processes to enable cutting-edge research and patient care.

The Mesulam Institute combines clinical and research activities across federally funded programs.

Qualifications

• High school diploma or equivalent required.
• 5 years of administrative support or related experience.
• Advanced knowledge of word processing, spreadsheet, email, and database software.

Responsibilities

• Coordinate a broad variety of administrative processes including database, budget, HR maintenance and reporting.
• Oversee creation and maintenance of website content and related communications.
• Administer budgets, payroll, journal entries and reporting.
• Coordinate HR actions from hiring to termination and support staff searches.
• Manage supervisor calendars and coordinate complex meetings and events, including international travel.

Skills

Word processing

Spreadsheets

Email management

Database software

Education

Bachelor's degree

Job description

Department:

MED-Mesulam Ctr Cog Neur & Alz

Salary/Grade:

NEX/12

Target hiring range for this position will be between be range is as be $21.48-$27.69 per hour. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events.Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

The Mesulam Institute is a multidisciplinary center at Northwestern University dedicated to advancing research, clinical care, education, and community engagement in neurodegenerative diseases, cognitive neurology, and behavioral neuroscience. Its work spans Alzheimer’s disease research, clinical programs, training of future neurobehavioral and neuropsychology specialists, and large federally funded initiatives such as the ADRC (P30). The Institute brings together clinicians, scientists, trainees, and administrative professionals to support innovative research, high-quality patient care, and educational programs that strengthen the understanding and treatment of cognitive and behavioral disorders.

The administrative team at the Mesulam Institute is a multidisciplinary group responsible for supporting the Institute’s research, clinical, educational, and operational functions. The team provides coordination across federally funded programs, faculty leadership, clinical fellowships, financial operations, HR processes, facilities management, and center wide communications.

Specific Responsibilities

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Website

• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
• Organizes information in ways that promotes & encourages use of site.
• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.

Human Resources

• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

Coordination

• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous

Perform other duties as assigned

Minimum Qualifications

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

Minimum Competencies

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• Administrative experience at NU or other school of higher education

Preferred Competencies

• Action Orientation - Demonstrates readiness to take practical, timely action to address problems or operational needs.
• Coachability - Receptive to feedback; actively seeks learning opportunities and embraces continuous improvement.
• Collaboration - Promotes open communication and effective teamwork within and across functional groups.
• Collegiality - Maintains a respectful, approachable, and supportive demeanor; contributes to a positive work environment.
• Initiative - Sets ambitious goals, acts decisively, and proactively identifies opportunities to improve outcomes or prevent issues.
• Deadline Management - Consistently meets deadlines and delivers work within established timeframes.
• Multitasking - Effectively manages multiple tasks and projects simultaneously.
• Organization - Plans and structures work efficiently; anticipates needs, manages details, and maintains orderly workflows.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life And Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more .

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.